File Layouts and Data Mapping
The following table shows the field numbers, field names, and where the data comes from in the application for the NY Staff Tenure report file that is submitted to the state. The file layout guidelines were taken from document entitled: "Templates for 2015-16" at http://www.p12.nysed.gov/irs/vendors/2015-16/techInfo.html.
Staff Tenure File
Field Number | Field Name | Instruction | Data Type | Location in the Application |
|---|---|---|---|---|
1 | District Code | Public school districts: NYnnnnnn (NY followed by the first 6 digits of the BEDS code) Charter and nonpublic schools, State agencies, State-operated schools, AND child care institutions with schools: 8nnnnnnn (8 followed by the last 7 digits of their Institution code) | Text(8) | hrmstate.state57 |
2 | Staff ID | Provide TEACH ID from TEACH system. Use 9 numeric characters, left padded with zeros. For example, for 1234567, use 001234567. Staff ID for each staff member must be consistent across all templates. | Text(9) | Leave blank |
3 | Alternate Staff ID | Populate either ALTERNATE STAFF ID or STAFF ID (field #2). Provide TEACH ID from TEACH system. Use 9 numeric characters, left padded with zeros. For example, for 1234567, use 001234567. Staff ID for each staff member must be consistent across all templates. | Text(9) | person.staff_state_id |
4 | Tenure Area Code | Area in which staff member has tenure or is pursuing tenure. Report one record for each tenure area. See Tenure Area Codes and Descriptions in the SIRS Manual at http://www.p12.nysed.gov/irs/sirs/. | Text(3) | user_ref.title[1,3] where employee.home_orgn = user_ref.code and user_ref.prefx = hrmstate.state56 |
5 | School Year Date | June 30 of the reporting school year. Use current school year. Format yyyy-06-30 | Text(10) | Entered on screen |
6 | Tenure Status Code | Status of the Tenure Area reported in field #4. See Tenure Status Codes and Descriptions in the SIRS Manual at http://www.p12.nysed.gov/irs/sirs/. Tenure Status Code Description NOTTENELIG Not tenure eligible PROBATION Probationary PROBEXT Probation extended TENGRANT Tenure granted TENDEN Tenure denied D Delete | Text(10) | Currently we are only using TENGRANT if person.tenure_date is not null, otherwise PROBATION (per Freeport) |
7 | Tenure Status Effective Date | First date of tenure status in field #6. This date should be updated whenever tenure status changes. Format yyyy-mm-dd | Text(10) | person.tenure_date if TENGRANT, otherwise employee.hire_date |
8 | Original Probationary Period End Date | Date probation in tenure area ends. Format yyyy-mm-dd | Text(10) | employee.hire_date (per Freeport) |
9 | Actual Probationary Period End Date | Date probation in tenure area ends. Format yyyy-mm-dd. If probation was extended, this date will be later than the date in field #8. If probation was not extended, date will equal date in field #8. If probationary period ended early, this date would be earlier than the date provided in field 8 and the Probationary Period Extended Indicator (field#10) would be N. | Text(10) | employee.hire_date (per Freeport) |
10 | Probationary Period Extended Indicator | Indicate whether probation was continued beyond original end date. Y = YES, N = NO. | Text(1) | Always “N” (per Freeport) |
The following table shows the field numbers, field names, and where the data comes from in the application for the NY Staff Attendance report file that is submitted to the state. The file layout guidelines were taken from document entitled: "Templates for 2015-16" at http://www.p12.nysed.gov/irs/vendors/2015-16/techInfo.html.
Staff Attendance File
Field Number | Field Name | Instruction | Data Type | Location in the Application | |||||
|---|---|---|---|---|---|---|---|---|---|
1 | District Code | Public school districts: NYnnnnnn (NY followed by the first 6 digits of the BEDS code) Charter and nonpublic schools, State agencies, State-operated schools, AND child care institutions with schools: 8nnnnnnn (8 followed by the last 7 digits of their Institution code) | Text(8) | hrmstate.state57 | |||||
2 | Location Code | If the staff member works in more than one building within the LEA, use "0000." If a local building code is used, it must map to a valid State building code. For BOCES, use a virtual location code assigned to the principal responsible for the instruction. | Text(9) | assignment.location or hrm_locn.state_locn_code where hrm_locn.code = assignment.location if exists. If no assignments, use person.location | |||||
3 | Staff ID | Provide TEACH ID from TEACH system. Use 9 numeric characters, left padded with zeros. For example, for 1234567, use 001234567. Staff ID for each staff member must be consistent across all templates. | Text(9) | person.staff_state_id | |||||
4 | Leave blank | ||||||||
5 | Attendance Period Start Date | First date of the school year or hire date if the hire date is after the first date of the school year. Format yyyy-mm-dd | Text(10) | Entered on screen | |||||
6 | Attendance Period end Date | June 30 of the reporting year or the date the staff member is no longer employed by the reporting entity. Format yyyy-mm-dd | Text(10) | Entered on screen | |||||
7 | Leave blank | ||||||||
8 | Time used | Number of days the teacher is absent. Only report full days. Days working outside the classroom on official LEA business are not considered absences. | Integer | Payroll.lvx_tak if >= 1 | |||||
9 | Leave blank | ||||||||
10 | Leave blank | ||||||||
11 | Staff Attendance Code Long | Code that identifies type of absence. | Text(1) | user_ref.title[1,1] where payroll.lvx_cd = user_ref.code aud user_ref.prefx = hrmstate.state55 | |||||
12 | Leave blank | ||||||||
13 | Leave blank |
The following table shows the field numbers, field names, and where the data comes from in the application for the NY Staff Assignment report file that is submitted to the state. The file layout guidelines were taken from document entitled: “Templates for 2015-16” at http://www.p12.nysed.gov/irs/vendors/2015-16/techInfo.html.
Staff Assignment File
Field Number | Field Name | Instruction | Data Type | Location in the Application |
|---|---|---|---|---|
1 | District Code | Public school districts: NYnnnnnn
Charter and nonpublic schools, State agencies, State-operated schools, AND child care institutions with schools: 8nnnnnnn (8 followed by the last 7 digits of their Institution code) | Text(8) | hrmstate.state57 |
2 | Staff ID | Provide TEACH ID from TEACH system. Use 9 numeric characters, left padded with zeros. For example, for 1234567, use 001234567. Staff ID for each staff member must be consistent across all templates. | Text(9) | person.staff_state_id |
3 | Assignment Code | Send one record for each assignment code/location code/grade level combination. | Text(4) | assignment.asncode |
4 | Location Code | Local building code used by the Data Warehouse, uniquely identifying the location associated with the course sections for which the staff person is responsible, typically assigned by the local student management system. Report one record for each assignment, building, grade level combination. For staff assigned to multiple buildings within the LEA, report a record for each building unless responsible for every building in the LEA. District-wide staff serving all buildings may be reported using the district code. | Text(4) | assignment.location or hrm_locn.state_locn_code where hrm_locn.code = assignment.location if exists. |
5 | School Year Date | June 30 of the reporting school year. Format yyyy-06-30 | Text(10) | Entered on screen |
6 | Assignment Date | First date of the school year or first date staff member was signed to this location, if after the first date of the school year. Format yyyy-mm-dd | Text(10) | Entered on screen or employee.hire_date |
7 | Completion Date | Last date in this assignment or building or grade level, whichever comes first. Do not report unless the assignment has ended. This cannot be a future date. Format yyyy-mm-dd | Text(10) | Entered on screen or person.last_day_worked or person.term_date |
8 | Leave blank | |||
9 | Leave blank | |||
10 | Leave blank | |||
11 | Leave blank | |||
12 | Leave blank | |||
13 | Leave blank | |||
14 | Leave blank | |||
15 | Leave blank | |||
16 | Leave blank | |||
17 | Leave blank | |||
18 | Leave blank | |||
19 | Leave blank | |||
20 | Assignment Grade Level | If the assignment is for all grades served in the entire building, use "ALL" for the Assignment Grade Level; otherwise, send one record for each grade level. | Text(3) | "ALL" |
21 | Leave blank | |||
22 | Leave blank | |||
23 | Leave blank | |||
24 | Leave blank | |||
25 | Leave blank | |||
26 | Leave blank | |||
27 | Leave blank | |||
28 | Leave blank | |||
29 | Leave blank |